Assistant to the Executive Director

Sno-Isle Libraries - Marysville, WA3.5

Full-time
Closing Date: February 1, 2019, 9:59 p.m.

Job Summary:
Provides high level administrative support to the Library Executive Director, Board of Trustees, and Leadership Team. Incumbent operates in an environment characterized by involvement in broad system-wide issues and interaction with a variety of internal and external stakeholders on complex, confidential and sensitive matters. Performs a wide variety of administrative functions that affect District-wide issues which require the independent managing of multiple tasks and projects with competing priorities and deadlines. Other tasks include the screening and prioritizing of communications from external and internal sources, developing internal and external contacts throughout the organization and communities, and maintaining the administrative processes and public records for the Library District and Library Capital Facility Areas.

Essential Functions
Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this job.

Provides administrative support for the Executive Director to include calendar management, phone screening, both internal and external meeting scheduling, travel and conference arrangements, travel reimbursement preparation, correspondence and report preparation.
Provides administrative support for the Board of Trustees to include monthly Board meeting materials and agenda preparation, meeting minutes, record keeping, accuracy review of staff reports, distribution and mailing, incoming and outgoing correspondence, conference and travel arrangements, and expense report preparation.
Maintains positive relationships with community stakeholders, local government officials, and local library advisory boards and Friends groups.
May represent the Executive Director at meetings.
Provides Library District record maintenance to include the annexation agreements with cities, external contracts document log, central filing system, record retention, and information required for State audits.
Provides support for the Library District's Capital Facility Areas (LCFAs) to include the coordination with County officials to schedule meetings, preparation of meeting agendas, meeting minutes, resolutions, and essential documents, as well as record management and maintenance.
Works directly with attorney(s) to prepare official documents for LCFA governing bodies.
Provides grammatical and content editing of external and district-wide documents for Communications Director, Administrative Services Director, and other departments.
Prepares worksheets, tables, and makes statistical calculations for budget documents and other financial records.
Develops and maintains District-wide stakeholder contact database to include data gathering, analysis, and report preparation.
Initiates projects, research assignments, budget management, administration procedures and activities as well as the production and review of documents, reports, and financial information for the Executive Director as directed.
Ensures that stakeholder information is passed from or to the Executive Director accurately and in a timely manner and that those important decisions/actions are not delayed or mismanaged.
Additional Duties and Responsibilities

Duties are considered non-essential and include the following:

Provides effective communications and relationships with internal and external contacts to ensure that messages and relations contribute positively to the library's reputation and are in line with the library's strategies and policies as directed.
Prepares correspondences and reports.
Trains new staff as needed.
Attends meetings, trainings, and workshops as assigned.
Assists with special projects as required.
Performs other duties as assigned.
Supervision
The position reports to the Executive Director. Supervision of the work of others is not a normal part of this job; however, the position may guide project work of volunteers or temporary staff.

Core Library Competencies
Employees are expected to demonstrate the following qualities at all times:

Adaptability: Adjusts nimbly to obstacles or changing conditions to arrive at the desired goal.
Communication: Expresses self clearly, effectively, and compellingly in written, verbal, and nonverbal messages.
Customer Service: Builds and maintains responsive, effective relationships with internal and external customers.
Interpersonal: Accurately perceives others and the impact of one's own behavior to balance relationship and goal needs appropriately and positively in interactions.
Professionalism: Aligns behavior with the library's mission, values, and strategic focus in serving a diverse stakeholder community.
Required Knowledge, Skills, and Abilities

The employee is expected to perform or possess the following:
Thorough knowledge of executive clerical, secretarial, and administrative support tasks and duties.
Basic knowledge of budgeting practices and procedures.
Basic knowledge of business math and statistics.
Strong customer service and communication skills.
Strong organization and attention to detail.
Ability to design, set up, and manage internal processes and protocols.
Ability to gather, analyze, and evaluate data and prepare recommendations, analyses, and reports.
Ability to work independently in a high-volume, multi-task environment, maintain high-level of confidentiality, and to set priorities.
Ability to manage collaboratively and thrive in a fast-paced, rapidly changing, and often political environment.
Ability to work cooperatively and maintain effective interpersonal skills with the public and co-workers.
Ability to operate relevant computer systems including hardware and software, such as Microsoft Word, electronic databases, e-mail, and internet navigation in addition to other office equipment and security systems.
Education and Experience
High School diploma or G.E.D. required. Bachelor's degree preferred.
Five to seven years related professional experience required or equivalent combination of technical training and related experience.
Experience performing similar functions for a high level administrator or executive officer required.
Physical and Environmental Conditions
The physical demands described here are representative of those that must be met by a staff member to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the incumbent is required to: talk and hear; sit, stand and walk; use hands to finger, handle or feel; reach with hands and arms and to manipulate typewriter and word processor keys, printer and copier keys and material supply trays. An incumbent may occasionally lift and/or move objects or materials weighing up to 25 pounds. Specific vision abilities include sufficient vision to read and recognize numbers and alphabetical characters on books, magazines and other materials as well as computer monitors. Incumbents are required to sit at work stations with personal computers and monitors for substantial periods of time but are not confined without the opportunity to move about and shift position.

The following supplemental questions will be asked during the application process:

The Executive Director is making an important presentation on library services to the Stanwood City Council. What can you do to help them prepare for the presentation?
Sno-Isle Libraries is a customer-focused organization. What does this mean to you and how does it impact the job you? Who are your customers?
The Executive Director is out of the office. You receive a call from a city official, demanding a meeting as soon as possible. What do you do and why?
Do you have experience working with a 501(c)(3) Board of Directors? If yes, please describe.
Do you have experience working in a non-profit or public sector organization? If yes, please describe.